1. Culture Shot
2015
Post Event Report
Team Members
Alba Murlop
Alex Gasson
Bao-Ju, Huang (Alan)
Yu-chen, Lin (Emily)
Jennifer Cardoz
Olga Kravtsova
Ryan Harvey
Yunzhuo Cao (Sissi)

2. Proposal Contents
1. About The Event
Pg 3
2. Finalized Event Plan
Pg 4-5
• Original VS Actual and changes at the event
• 5 Card Draw
3. Marketing Plan
Pg 6
4. Sponsorship
Pg 7
5. Budget
Pg 8-9
6. Event Day – related Details
Pg 10-13
• Final Activities
• Production Schedule
• Volunteer Management
• Challenges
• Achievements
7. Evaluation & Follow-up
Pg 14-15
• Evaluation & Follow up
• Charity coordination
8. Appendix
Pg 16-9
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3. About Culture Shot 2015
“Strength lies in differences not in similarities”
Culture Shot’s goal was to host a premier multi cultural
festival featuring games and activities from different
cultures.
The main objective for the event was to raise funds for
international students encouraging cultural diversity.
Through the event we introduced different games and
activities from cultures and countries otherwise
unknown to those in attendance.
Event Details:
Date – 25th April 2015
Venue – Jason George
Number of attendees – 85 attended, 103 tickets sold
Charity – George Brown Foundation, International
Students Bursary
Money raised for charity – 1,251$
3

4. Finalized Event Plan
Original v/s Actual
Our original event was based the idea of creating a cultural food
and drink event at the Lakeshore Waterfront Campus at George
Brown.
The event would have had different food and drinks from each
country that was represented by each member of our group.
There was also going to be international entertainment like for
example live dance or music. There was also going to be
international activities similar to what we ended having our
event.
The event that we ended doing was an international game and
social night located at The Jason George. People got to play
games from around the world, try out international crafts and
activities, take part in drinking games, take part in fundraising
activities (raffle, 50/50,silent auction), and social with other
people. In the end the concept of keeping it international
changed the same but the actual event changed from food
event to a games event.
The changes we made to our plan was to go from an event
centered on food and drinks to having an event centered on
games and social experience. No longer were we serving food
we were now trying to give people the best international
experience through games. Another change we made was our
venue because we wanted to originally have our event at the
lakeshore waterfront campus at George Brown but cost and
logistics didn’t work, then we moved it to Silver Dollar Club but
eventually moving it to Jason George worked out best for us –
the location was convenient since it was very close to school, we
got the space for free and the setup was very casual. Overall,
what we changed the most was expectations for our event we
wanted to simplify it and more enjoyable for the guests and our
selves.
4

5. Finalized Event Plan
Five Card Draw
For our five-card draw the elements that were most
affected by our event were visual and touch:
• For visual our event being international we needed to
make people feel the international experience. Event
though each game wasn’t from different countries it was
important to have the decor and the other activities
represent different cultures. It was important for people to
see this because otherwise it’s regular game night. We
had flags, lanterns and multi cultural props around the
venue to bring out the international vibe. We also had
the photo booth that was extremely popular where the
guests could take their photos along with them.
• For touch it was important that everything people came
into contact with at our event represented our goal of
our event. If we were going to have international game
we must have the actual game board or cards for the
game from that country. This gave our event more
authenticity to what we were trying to do. So we had the
asian crafts where people could try origami and making
guns from chop sticks. The carrom board was a popular
engagement for the Indian guests.
5

6. Marketing Plan
For our event the marketing and awareness was late and more
reactive than proactive. Reasoning was the changes made from
venue to theme which ultimately gave us a small amount of time to
reach our target audience, create awareness and sell some tickets.
• Facebook:
We created a “Charitable” Facebook group called “Culture Shot”.
From that, we created our event “Culture Shot: Game Night Social”
Admin status was granted to all event group members with posts
and reposts of information being placed online. Sponsors were
added as they came in and also reposted by group members in
creating more eyes on our event. In total, our charity organization
received 55 likes whereas the event garnered 50 people who
addressed they went, 19 people selected a ‘maybe’ for
attendance with over 1.7 K invited to the event. We had some great
metrics coming back with multiple views and checks on the event
and information within.
• Email:
An email account was created cultureshot2015@gmail.com but was
only used for connecting directly with potential sponsors as we do
not have an email list to engage with.
• EventBrite:
EventBrite account was created and we sold some tickets through
that medium. Marketing wise we generated some traffic by
browsers through the EventBrite domain, but nothing substantial or
over 75 visits.
• Posters:
We were able to place 5 posters throughout George Brown
College’s St. James campus which generated some interest.
• Activation & Events:
We shared pamphlets and information out front of the library to
encourage our group to interact with students and share information
about the event. With generating awareness, we also sold some
tickets.
We also attended events organized by the international centre and
sold some tickets at these events.
• Word Of Mouth:
By far, our strongest asset in generating awareness and creating
ticket sales.
6

7. Sponsorship
• Our sponsorship was an issue from the beginning as we
weren’t able to secure much information on the 5 W’s with
our event. Because of that, initial sponsorship pitches were
unable to be initiated by reason of wanting to know what we
are doing before we try and sell it.
• The group did however generate some great prizes by reason
of sponsorship. So in that way, we were a great success as
our prizes ranged from
1. Signed TFC jersey
2. Signed hockey stick
3. Maple Leafs Kessel jersey
4. Speakers and electronic gear from Future Shop,
5. Trip to Niagara falls
6. Maple Syrup Tour X 2nos
7. Horse Riding Lessons X 2nos
8. Tickets to the Blue Jays home opener
9. Beer Sponsored giveaways. X 2nos
10. Alcohol giveaways
11. Gift Card – 50$ Square One
12. Gift Card – 20$ MET
13. Gift Cards – 20$ Yo Yogurt x 2nos
14. Starbucks – 10$ x 5nos and a coffee machine hamper
15. Consumer goods such as a coffee maker, cheese grater
16. Cultural gifts such the Pashmina shawl
17. Photo Booth for our customers to take a memento home
18. Cash Sponsor
1. Individual Donor – 100$
2. International Language – 50$
7

8. Budget
The total revenue generated from Culture Shot 2015 was $1,545.
• This includes tickets sales (online and physical copies),
fundraising activies onsite and sponsorship.
• Ticket sales - 86 physical tickets and 22 online tickets.
• We raised $315 from the raffle, silent auction and 50/50 draw.
• Sponsorship - $100 from Lino Fera and $50 from Assist On
International Student Agency.
• Our total expenses is $293.1 and most of the money was spent
mainly on Decor. We spend extra $45 for the people who
forgot to pay their bill.
• Our estimate goal was to rasie $500 for the charity and
eventually we managed to raise $1,251.9 at the end. This
money will be donated to the George Brown Foundation –
International Student Bursary.
• Having the venue Jason George as a sponsor was the helped
keep the expenses down. We also managed to get a great
set of prizes for the evening.
8
$0.00
$200.00
$400.00
$600.00
$800.00
$1,000.00
$1,200.00
$1,400.00
$1,600.00
$1,800.00
Estimated Actual
Total income
Total expenses

9. Budget –
Revenue & Expenses
9

10. Event Day Details
List of Activities
Final Activities:
1. Asian Crafts
1. Origami
2. Make a chopstick gun
2. Card Games from around the world
1. Spain
2. Russia
3. India
4. Canada
3. Board Games
1. Monopoly
2. Carrom
3. Dart Board
4. Drinking Games
5. Culture Trivia
6. Photo Booth
7. Rock Paper Scissor Championship
8. Raffle Draw & Silent Auction
9. 50/50 Draw
10. Entry Ticket Lucky Draw
10

11. Event Day Details
Production Schedule &
Volunteer Management
Production Schedule (schedule featured in the appendix)
Since we had simplified our event execution we
managed to stay on timelines and no particular issues
with any onsite completion. The team arrived in time with
all our prints, prizes and decorations. We had a team
lunch at the venue and then got to setting up the place –
hanging lanterns, signs, raffles table, gaming zones,
registration etc.
Volunteer Management (Time Sheet and Responsibilities
in appendix)
We were very thankful to our set of volunteers that
consisted of GBC students, International students and
friends of the team members. Closer to the event we
noticed a lot of drop outs from the first semester students
but we realized that in time so we could manage to
collect enough and more volunteers closer to the event.
We tried to give them an opportunity to choose what
they wanted to do and gave them the scope to enjoy
the event while they worked. The game hosts enjoyed
playing their games while they made new friends at the
event too. The registration process was super smooth in
spite of having big groups coming at a time with multiple
elements given and explained to them. We let them
have a break during the event and gave them a choice
of eating after the event shift. We completed on time so
they could leave and not stay back till late.
11

12. Event Day Details
Challenges
Challenges
• Prior to the event we had issues closing in on the
venue. Which worked out well by the end when we
selected Jason George.
• Within the team we had we were imagining the event
to pan out very differently, the challenge was the
incorporating everyone's expectations and not
having any person or culture feel left out. After various
heated arguments we managed to talk it out and
have everyone adopt the concept.
• The venue was getting over crowded at the
beginning of the event, we tried to engage people
and get them to move around and try the various
activities. Once we had the right vibe in place we
started playing the impromptu drinking games and
Culture Trivia.
• The service at the bar was not very prompt so we had
to keep following up with the team to ensure that
everyone receive their orders and not have people
complaining about their orders. There wasn’t much
that we could control on that front but help in as
much as we could and work with the team to speed
things up.
12

13. Event Day Details
Achievements
Achievements
• Keeping in mind we had a majority of international
students in the team we were ecstatic that we
managed to sell 103 tickets for the event. Most of us
haven't lived in the country for more than a year or
two so we do not have an extensive network to tap
into.
• In spite of not having a strong network we managed
to get lots of prizes and raised more than $1000 which
was above our expectation.
• We put up an event that everyone enjoyed
thoroughly, we had 60% of the people who came in
at the beginning of the event stay all the way till the
end of the event. We received some amazing
responses from our class mates and Margery who was
at the event too.
• Culture Shot managed to stay true to the theme of a
being a multicultural event though we wished we
could have incorporated the food aspect to the
event make it a wholesome experience.
13

14. Evaluation & Follow-up
We had an online survey link sent to the attendees to better
evaluate the post event responses. The key observations are
mentioned below with the survey (List of questions and analysis
featured in the Appendix)
• 81% of attendees were international students which matched our
main target audience.
• Amongst all the activities, people participated in Asian craft,
board games and card games equally but drinking and
impromptu games drew better responses.
• The raffle and prizes helped Culture Shot engaged audience and
spent extra money on raffle. 80% of the survey people spent
money over and above the ticketed amount. This also made
them stay until the event finished. 91% of the people felt that the
raffle prizes were great!
• 91% like the venue location, 81% loved the ambience while 36%
felt the service could have been better. Coat check and
bartenders should have been considered in the plan.
• 50% felt that the ticket pricing was low and 50% felt it was fair while
no one felt it was overpriced for what was being given to them.
We felt that the tickets could have been raised up to $15 and
provided better service in food or extra space for the attendees.
• 100% of the responses felt that the charity was a perfect fit for the
event.
• Overall the response of guests mentioned that it was a fun event
while one person also asked whether there would be another
installment of the event. We had many people checking our
facebook group too and enquiring for a website to the event.
• We sent out Thank You messages/emails to the attendees whether
they were through our FB event page, posts on other pages,
personalized emails to volunteers and sponsors.
14

15. Evaluation & Follow-up
Charity Coordination
George Brown College Foundation – The international
student bursary was our chosen charity because the
Foundation supports the College’s mandate of
accessibility by raising money for international students
through scholarships, bursaries and awards.
• Trinity Zhang from the foundation attended the event
and spoke about the charity and was very excited about
our event. She also helped us connect with Hom Shrestha
a past scholarship student who was at the event and
thanked us for our contribution to International student
bursary. They also picked winners to the raffle prizes.
• Ashley Sullivan from International provided us with the
decorations, helped us to promote our event through
the George Brown International Student’s Facebook
page and helped us with selling tickets at international
events organized by the international centre. Moreover,
she also helped with booking of spots to selling tickets
which helped us raise awareness about Culture Shot
closer to the event.
• We will be providing them the cheque next week and
they plan to run an article for the newsletter when with
our story.
• It was a great experience working with the team and the
cause which was very close to our heart. We would love
to work with them in case we plan on putting together
another installment of Culture Shot in 2016!
15

16. Appendix
• Charity Letter & Contact
• Sponsorship Docket
• Sponsor Letters
• Budget
• Event Pictures
• Venue Layout
• Survey Questions and
Analytics
• Production Timeline
• Volunteer Time Sheet
• Event Flow
• Creatives – poster,
ticket, FB snapshots

17. Sponsor Letter
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